Keeping Records

Keeping Records

 

When dealing with a discrimination or harassment complaint, keep records of meetings and document your actions at those meetings. Even if it is not a formal complaint, make diary notes about all meetings and conversations, detailing who was present and the agreed outcomes.These notes can be kept to help you:

  • monitor situations and staff over a period of time
  • explain why you have taken a particular action.

Records need to be kept confidential.

Who keeps records?
  • Managers or contact people can record any interaction with staff about discrimination or harassment, even if no complaints are made.  They could use a complaint summary form, which does not identify people but will enable the business to track any problems.
  • Anyone asked to intervene, even informally, keeps a record of what has been said and what action has been taken.
  • Keep any details of complaints which have been investigated, upheld and resulted in disciplinary action.
  • The person who was complained against should be allowed to view and make comments on any records.
  • Keep records for seven years to allow for any civil actions and ensure resolution is final.
  • Staff who believe they are being discriminated against or harassed should keep their own records of what happened and when.